Purchase Order Requirements

Type: 
Procedure
Category: 
Finance
Department: 
Purchasing Services
Phone: 
(541) 463-5608
Primary Contact: 
Greg Holmes, CPA
Contact Email: 
Responsible Executive Authority: 
Chief Finance Officer
Purpose: 

Purchase orders of $5,000.00 or greater must follow specific guidelines. This procedure describes requirements for such purchases.

Narrative: 

Purchase Order:  $5,000 - 99,999.99

Requirements  

  1. Competitive price quotes from at least three suppliers (unless exempted by purchasing director)
  2. Approval of budget administrator
  3. Approval of purchasing director

Actions

All orders above $14,999.99 require written quotations on letterhead of supplier with explicit definitions of price, delivery costs, delivery date and other applicable requirements. The supplier may send the quotation by mail, fax or email.

Purchase Order: $100,000 Or Greater

Requirements  

  1. Sealed bid (unless exempted by president or Public Contract Review Board)
  2. Approval of budget administrator
  3. Approval of vice president
  4. Approval of purchasing director  

Actions:

Formal, sealed bid process as defined within Oregon Revised Statutes 279a, 279b and 279c; Oregon Administrative Rules 125 and board policies (C.030 Contractual Authority and C.050 Purchasing Procedure) or board exemption from public bidding.

Open Purchase Order:  Limit of $99,999.99 for Services & Materials

Requirements  

  1. Approval of budget administrator
  2. Approval of purchasing director  
    1. A maximum authorized dollar amount shall be listed on the Purchase Order.
    2. No single purchase of supplies exceeding $5,000.00 may be made on a blanket/open purchase order.
Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Monday, May 19, 2014